Q&A RFI 275 18000000024.pdf

Vendor Question Michigan Lottery Response

1. What is the estimated cost of the system? Unknown. Looking for this information from prospective vendors.

2. Who is the current vendor? Or how is this need currently being met?

Department of Technology, Management, and Budget, Records Management Service.

Content Manager 9.

3. Has the Department allocated funding? If so, through which source? If no funding has been secured, which sources will be sought and when?

The budget for 2019 has not been finalized yet.

4. If a subsequent RFP is released, has a time frame been established in which it may be issued?

No.

5. When does the Department want this solution to be implemented by?

Unknown.

6. How many users will this system have? I would think minimum, CG, Security, HR, and Administration at most all of Lottery so rough estimate 50-250. WLP

7. Does the State Lottery currently have a document management system?

The Michigan Bureau of State Lottery (Lottery) currently uses Content Manager 9.

8. If so, was this system acquired from an outside vendor? And is this vendor currently under contract for the system or any related services?

Or is this a totally new requirement for the State Lottery?

The DTMB acquired Content Manager from Micro Focus.

9. Has funding been secured for this project? Will it be available in FY 2019?

The budget for 2019 has not been finalized yet.

10. If the State does pursue this beyond this RFI, is there an estimated solicitation release or project start date?

Unknown.

11. Whether companies from Outside USA can apply for this? (like, from India or Canada)

Yes

12. Whether we need to come over there for meetings?

Unknown at this time.

13. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Totally depends on the task, for example system trouble shooting yes, for tasks related to sensitive documents stored in the management system, no.

14. Can we submit the proposals via email? Yes, emailed RFI responses are required.

15. I realize this is an RFI, but is the State looking for an off the shelf solution or custom solution?

The Michigan Lottery will consider all solutions that meet the business requirements.

16. Why is the Department of Lottery not considering solutions currently available as Statewide standard imaging systems (HPE Records Manager and FileNet)?

The Michigan Lottery is exploring the benefits of employing its own in-house solution for electronic document management.

17. Since the desired system will be creating electronic records in the form of email and scanned documents, will it be a requirement to incorporate State retention schedules and policies?

Yes.

18. Is it desirable to provide automated rendering to PDF and PDF/A?

PDF.

19. Will there be a requirement to provide a public-facing web portal for access to certain categories of documents?

No.

20. Has Department of Lottery established a budget and acquisition timeline for this project, and if so, what is it?

21. Has Department of Lottery requested demonstrations of vendor solutions and if so which ones?

The budget for 2019 has not been finalized yet. The timeline will be dependent in the information received from the RFI responses.

Not at this time.

22. Does Department of Lottery currently utilize any scanning hardware, software or services?

If so, please describe.

Yes. The Michigan Lottery employs a customized version of Kofax for its scanning needs. The Kofax solution allows documents to be ingested by scanning and via fax, email, or desktop import.

23. Does Department of Lottery currently own/maintain servers and computing infrastructure that can be used to host the system?

Yes.

24. What is the typical user desktop computing environment (e.g., OS, RAM, browser, office apps)?

OS: Windows 7, Windows 8.1, Windows 10

RAM: Varies but most between 4-8 GB

Browsers: MS IE 11, Google Chrome

Office Apps: MS Office 2016, Adobe Reader, Adobe Acrobat, Adobe Design & Web Premium, ITunes, Qucktime

25. Is there an existing document management system currently being utilized? If so, what is it and are they a participant in this RFI process?

Yes, Content Manager 9.

No they are not a participant in the RFI process.

26. What other Doc Mgmt vendors were sent this RFI, and is there an existing relationship with any of them?

N/A

Cover page and Section 1 (Program Overview)

27. The RFI document mentions that the information gathered is intended to assist the State of Michigan (SOM) in understanding how your business processes can be made more efficient with industry best practices, effective operating models, and pricing models. It also states that the SOM would like to better understand doc mgmt systems.

Question: Are there specific use cases, applications, and current workflows that you can share which are intended to be digitized, streamlined, and/or automated?

Yes there are currently simple “workflows” in the product used by the Lottery. However, they are merely saved searches that filter on specific document types.

Section 2: (Requirements)

28. Index Fields are listed.

Organization ID – Varchar/Alphanumeric

License ID – Varchar/Alphanumeric

Supplier ID – Varchar/Alphanumeric

Question: Could you share what the data types are for each of these fields?

Hall ID – Varchar/Alphanumeric

Document Type - Integer

Document create date - Date

User Defined – Varchar/Alphanumeric

Section 2: (Requirements)

29. “Document Type”is listed.

Question: Is this based on some list that is provided by you folks, and how would the system know how to determine the “Document Type” for each document?

If the system needs to determine the document type, is there a finite list of document types? If so, please list them for our review.

Kofax interprets a barcode that is contained on each document or form produced by the Lottery. Each documents Document Type is contained within the barcode.

Yes.

See attached document.

Section 2: (Requirements)

30. “Document Create Date”is listed.

Question: How is this date determined, or what is it based on?

It is based upon the date the document is produced.

Section 2: (Requirements)

31. Scanning requirements specify; “Scanning software must be able to automatically adjust document resolution at a minimum of 400 dpi”.

Question: Would you please clarify what is meant by; “automatically adjust” the document resolution. Automatically adjust based on what? Why 400 dpi?

As an FYI, most OCR engines only require a maximum of 300 dpi. Please also note that the higher the resolution means the larger the image will be, which then necessitates more storage space will be required.

Lottery uses barcodes on some correspondence to expedite indexing in the document management system. The 400 dpi was chosen to improve readability of the barcodes after scanning.

32. OCR capability requirements indicate a “minimum accuracy rate of 90%”.

Question: Is the SOM aware that the accuracy rate of any OCR engine depends largely upon the quality of the image files submitted?

Thus the 400 dpi scan resolution.

33. OCR capabilities listed indicate a requirement for the “Ability to regulate the error percentage between 90% and 100% by document type.”

Question: For clarification purposes, do you mean that the user should have the ability to indicate / manipulate an expected “recognition rate” between 90% and 100%?

If so, would you please provide more insight on this requirement?

This is an old requirement for us. Please provide your OCR accuracy percentage.

Section 2: (Requirements)

34. Faxing requirement for documents.

Question: Would you please clarify the requirement?

It’s our belief that most organizations rely on a 3rd party fax server and their embedded “print drivers”. Is it your understanding that this is to be a feature/function of the Doc Mgmt system?

The desired solution will continue using Kofax to accept incoming faxes to the Lottery.

Section 2: (Requirements)

35. Requirement to provide the “Ability to STOP a search while in progress”.

Question: Why is this requirement necessary?

Would you clarify where this need originated?

Have you seen an ability to abort a search, and if so, with what technology?

Our belief is that if the data is well organized, indexed and even tagged, and that the doc mgmt application is appropriately configured for your search needs, and that the search engine is fast, that then this requirement should not be needed.

If the user initiates a search that is too broad and time consuming given the volume of records, the user should have the ability to interrupt the search.

36. What application will the system be used for? Electronic document management.

37. How do you invasion your employees interacting with the solution?

Importation, workflow, retrieval.

38. How many admin and end users will use the system and are they all employees or do you have external users?

We will have 2 admins and the end users rough estimate should be 50-250. Does CG have a requirement for external users? WLP

39. Would you be interested in eliminating page separator sheets?

Yes.

40. Is there a requirement to integrate with other systems that you currently use?

Yes. The solution must integrate or work in tandem with Kofax for scanning services.

41. Do you have a scanning solution now, if so what are you currently using?

Kofax.

42. What are and how many different document types do you have?

There are currently 150 Document Types.

However, approximately 25 Document Types comprise about 80% of the volume of documents imported to the system.

43. Do you have any other capture points other than scanning and email and fax? Network drives or anything electronic.

No.

44. What is your total monthly volume broken down by ingestion points?

Unknown

45. What is the monthly volume to be scanned? On average, 5,000 documents (approximately 40,000 pages) are imported through Kofax to the document management program each month. However, the actual monthly volume fluctuates greatly up or down depending upon the time of year.

46. What if any is the back file volume to be scanned?

Do not understand the question.

47. Are you going to be doing the scanning from one location or distributed scanning, if distributed what is the number of locations and anticipated monthly volume form each?

One location.

48. Can you utilize database lookups? This would auto-populate capture fields quickly and more accurately.

Do not understand the question.

49. Do you require workflow on the document level or a more advanced process oriented workflow?

Workflow on the document level.

50. Do you currently have scanners or do you want the vendor to provide?

Yes, we have our own scanners

51. Do your users require accessing the repository form native MS Office applications or Abode?

Adobe or MS Office, depending upon the document.

52. Do you have any preference on pricing model, Cloud, subscription, or On-premise?

On-Premise

53. What is your process for purchasing a solution and timeframes for RFP, vendor selection, and deployment?

Purchasing process will be RFP sometime in calendar year 2019.

54. Are you looking to purchase an off the shelf product or are you looking for a solution that is customizable?

The Lottery is open to any solution meeting the business requirements.

55. Please further describe the “FOIA” Requirement

FOIA is simply a meta data index label to allow easy retrieval of FOIA documents.

56. Please further describe the “CG Work Unit” Requirement

Please disregard.

57. What approach is desired for #11?

(Please explain your approach to [insert].)

N/A – delete from RFI

58. What is the preferred licensing model? Named user, Concurrent or any?

Concurrent.

59. How many total users will access the system?

a. How many users required with Add/Edit rights?

b. How many users required with Read-Only rights?

c. Are there any users who will just participate in forms process and will not process and will not access the Repository by anyway?

250 total users with Lottery reserving the right to change roles.

60. How many documents will be store into the system within one day?

2,000 per day

61. What will be the expected RFP release date?

Will you notify us when you release RFP?

No expected date. All vendors that were notified of RFI will be notified of RFP via

SIGMA.

62. Is there any requirement to integrate the ECM system with any existing system?

Yes, Kofax

If yes,

a. Provide the name of the system

b. Does existing system desktop based or Web based?

Existing system is mostly desktop based but field personnel use a web version of Content Manager 9.

63. Is there existing data needs to be migrated to new ECM system?

Yes.

64. Does the new ECM system only for Department of Lottery or any other department will use?

Lottery only.

65. Does it needs to be install and configure within one office or different offices on different locations?

Initially Lottery home office only. Future deployment to Regional offices may be considered.

66. What will be the expected start date and end date for the project?

Calendar year 2019.

67. Do you prefer on premise solution or cloud based?

On Premise WLP

68. Requirement #2 What is System/application is generating these “electronically created documents” and what format are these documents in? For example, AS400 custom mainframe application delivering an ASCII Text document

Adobe PDF

69. Requirement #2 What is a CG Unit

A small group of Charitable Gaming employees performing similar tasks within the larger work unit of the Charitable Gaming Division.

70. Requirement #2 What is business driving the request for 90% accuracy of OCR?

This is an old requirement for us. Please provide your OCR accuracy percentage.

71. Requirement #2 Can you explain the business case around the need to “process” email into the ECM?

This Kofax delivery method is currently available to our clients sending information in regard to a Lottery request for information.

This must also be available in any new system considered.

72. Requirement #2 Can you explain what “ process” means related to the ingestion of emails

Processed through Kofax.

Doc Type Master List

Doc Type Form Identification Route To

Folder Index

SubFolder Index

Bar Code

110 Large & small bingo financial statement SBC 27-100 Fin Ind Org ID Lic ID Yes 111 Large & small bingo financial statement LBC 28-110 Bingo Q Org ID Lic ID Yes 120 Raffle financial statement SBC 27-100 Fin Ind Org ID Lic ID Yes 121 Raffle financial statement LBC 29-120 Raf Q Org ID Lic ID Yes 140 Special bingo financial statement SBC 27-100 Fin Ind Org ID Lic ID Yes 141 Special bingo financial statement LBC 31-140 Sp B Q Org ID Lic ID Yes 150 Notice of financial statement error 27-100 Fin Ind Org ID Lic ID Some 151 Correspondence relating to financials 27-100 Fin Q Org ID Lic ID No 170 Charity Game Financial Statement SBC 27-100 Fin Ind Org ID Lic ID Yes 171 Charity Game Financial Statement LBC 33-170 CGT Q Org ID Lic ID Yes 200 Licensing miscellaneous 22-200 App Ind Org ID Lic ID No 201 License Change 21- Addl Info Ind Org ID Lic ID Yes 210 Bingo license application Part 1 22-200 App Ind Org ID Lic ID Yes 211 Bingo license application Part 2 22-200 App Ind Org ID Lic ID Yes 212 Bingo license renewal application 22-200 App Ind Org ID Lic ID Yes 214 Annual charity game license renewal application 22-200 App Ind Org ID Lic ID Yes 215 Annual charity game license application 22-200 App Ind Org ID Lic ID Yes 216 Special charity game license application 22-200 App Ind Org ID Lic ID Yes 217 Sr Citizen Reporting Exemption 22-200 App Ind Org ID Lic ID No 219 Raffle license application 22-200 App Ind Org ID Lic ID Yes 240 Special bingo license application 22-200 App Ind Org ID Lic ID Yes 250 Supplier license application 22-200 App Ind Org ID Lic ID Yes 251 Supplier license renewal application 22-200 App Ind Org ID Lic ID Yes 260 Hall license application 22-200 App Ind Org ID Lic ID Yes 261 Hall renewal application 22-200 App Ind Org ID Lic ID Yes

270 Additional information letters license – merge and move 23-Pending Org ID Lic ID Yes 271 Additional information letters license – pending 23-Pending Org ID Lic ID Yes 272 Additional information letters license – no bar code 21- Addl Info Ind Org ID Lic ID No 273 New Bingo and ACG License Approval Letter 21- Addl Info Ind Org ID Lic ID Yes 280 Refund letters 22-200 App Ind Org ID Lic ID Yes 281 Denial Refund Letter 21- Addl Info Ind Org ID Lic ID No 301 Qualified Org Info Change 20-300 Lic Misc Org ID Lic ID 318 Additional Information letters org – no bar code 21- Addl Info Ind Org ID Org ID No 319 Additional information letters org – pending 23-Pending Org ID Org ID Yes 320 Additional information letters org – merge and move 23-Pending Org ID Org ID Yes 323 Qualification Information – org 22-200 App Ind Org ID Org ID No 324 Qualification Approval Notification letter 21-Addl Info Ind Org ID Org ID Yes 325 Provisional letter 21-Addl Info Ind Org ID Org ID Yes 326 Remains Provisional letter 21-Addl Info Ind Org ID Org ID Yes 330 Check No App/App No Check 20-300 Lic Misc Org ID Org ID No 421 Supplier Contract & Bond 26-400 CGT Ind Supp ID Supp ID No 490 Supplier Warning Notice 26-400 CGT Ind Supp ID Supp ID No 491 Supplier Violation Notice 26-400 CGT Ind Supp ID Supp ID No 492 Supplier Violation Related Corr 26-400 CGT Ind Supp ID Supp ID No

500 Executive Misc 13-500 Exe Sec Exec/Org

ID

Exec/Org

ID No

504 Meeting Sign-in 13-500 Exe Sec Exec/Org

ID

Exec/Org

ID No 505 Letter of Understanding 19-700 Insp Ind ID/MPLOC ID/6 ltrs

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Doc Type Form Identification Route To

Folder Index

SubFolder Index

Bar Code

507 Informal Meeting Corresp 13-500 Exe Sec Org ID Org ID/Lic

ID No

508 MLCC Violation Report 13-500 Exe Sec Org ID Org ID/Lic

ID No 510 Summary Suspension 13-500 Exe Sec Org ID Lic ID No

511 NOI Letter 13-500 Exe Sec Org ID Org ID/Lic

ID No

512 Certified Mail Return Receipt 13-500 Exe Sec Org ID Org ID/Lic

ID No

513 NOI-Related Correspondence 13-500 Exe Sec Org ID Org ID/Lic

ID No

516 Agreement/Agreement Related 13-500 Exe Sec Org ID Org ID/Lic

ID No

517 Suspension Letter 13-500 Exe Sec Org ID Org ID/Lic

ID No

520 Request for Hearing Docs 13-500 Exe Sec Org ID Org ID/Lic

ID No

521 Notice of Hearing Ltr 13-500 Exe Sec Org ID Org ID/Lic

ID No

522 Hearing Officer Decision 13-500 Exe Sec Org ID Org ID/Lic

ID No

523 Commissioner Decision 13-500 Exe Sec Org ID Org ID/Lic

ID No

524 Hearing/Court-Related Docs 13-500 Exe Sec Org ID Org ID/Lic

ID No

530 FOIA 13-500 Exe Sec Exec/Org

ID

Exec/Org

ID No

560 Executive Correspondence Misc 13-500 Exe Sec Exec/Org

ID

Exec/Org

ID No 600 Financial Corrrespondence Misc 36-600 Fin Doc Org ID Lic ID No 613 Charity Game Ticket Audit 36-600 Fin Doc Org ID Lic ID No 661 Principal Officer (no signature) 27-100 Fin Ind Org ID Lic ID Yes 685 Sales or Donation of Equipment or Supplies 19-700 Insp Ind Org ID Lic ID No 690 Supplier annual report 36-600 Fin Doc Supp ID Supp ID No 700 Inspection Miscellaneous 19-700 Insp Ind Org ID Lic ID No 720 Complainant Notification 19-700 Insp Ind Org ID Lic ID 721 Complaint for Investigation 19-700 Insp Ind Org ID Lic ID 722 Complaint Record 19-700 Insp Ind Org ID Lic ID Yes 725 Inspection Report 19-700 Insp Ind Org ID Lic ID 726 Affadavit 19-700 Insp Ind Org ID Lic ID 727 Receipt of Records 19-700 Insp Ind Org ID Lic ID No 728 Record Review 19-700 Insp Ind Org ID Lic ID No

730 Inspection Unit Memos (from director) 19-700 Insp Ind Org ID or Insp ID

Lic ID or Insp ID No

731 Inspector Memos (from inspectors) 19-700 Insp Ind Org ID Insp ID No 732 Training Misc 19-700 Insp Ind Org ID Lic ID No 734 New Bingo Training Memo 20-300 Lic Misc Org ID Lic ID No 735 New Annual Charity Game Training Memo 20-300 Lic Misc Org ID Lic ID No 736 New Hall Inspection Memo 19-700 Insp Ind Org ID Lic ID No 737 New Supplier Training Memo 20-300 Lic Misc Org ID Lic ID No

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Doc Type Form Identification Route To

Folder Index

SubFolder Index

Bar Code

738 Hall Rent Evaluation 23-Pending Hall ID 740 Permanent Close of Annual License 19-700 Insp Ind Org ID Lic ID No 741 Temporary Close of Annual License 20-300 Lic Misc Org ID Lic ID No

780 Inspection Corrrespondence Misc 19-700 Insp Ind Insp/Org

ID Insp/Lic ID No 790 Violation Response Form 19-700 Insp Ind Org ID Lic ID No 791 Violation Bur Response Ltr 19-700 Insp Ind Org ID Lic ID No 796 Inspection Complaint Records 19-700 Insp Ind 840 Hall comparative analysis 21- Addl Info Ind Hall ID Hall ID No 870 Outgoing Gen’l Hall Correspondence 21- Addl Info Ind Hall Hall No 871 Individual Hall Correspondence 21- Addl Info Ind Hall ID Hall ID Yes 872 Hall Qualification 21- Addl Info Ind Hall ID Hall ID No 875 Hall license issued with rental fee amounts 21- Addl Info Ind Hall ID Hall ID Yes

876 Hall license issued with lic # and rental fees (main frame) 21- Addl Info Ind Hall ID Hall ID Yes 877 Hall change form 22-200 App Ind Hall ID Hall ID Yes 878 Max Rent Notification Letter 21- Addl Info Ind Hall ID Hall ID No 880 Outgoing General Supplier Correspondence 21- Addl Info Ind Supp Supp No 881 Individual Supplier Corr 21- Addl Info Ind Supp ID Supp ID No 882 Supplier Qualification 21- Addl Info Ind Supp ID Supp ID No 884 Supplier Fingerprint cards 21- Addl Info Ind Supp ID Supp ID No 887 Supplier License Approval Letter 21- Addl Info Ind Supp ID Supp ID No 890 Cash Register 21- Addl Info Ind Org ID Lic ID No 891 Computerized Recordkeeping 21- Addl Info Ind Org ID Lic ID No 892 Electronic Bingo Card 21- Addl Info Ind Org ID Lic ID No 893 Linked Bingo 21- Addl Info Ind Org ID Lic ID No 894 Unique Game Form Approval 21- Addl Info Ind Org ID Lic ID No 897 Credit Card Correspondence 21- Addl Info Ind Org ID Lic ID No

911 Request for System Service 27-100 Fin Ind

Unit/Lic, Adm, Ins, Exe

Staff Initials (FML) No

937 Approved Games 27-100 Fin Ind Org ID Org ID/Lic

ID No

If no barcode, scan as 272

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